Privacy Policy Webdox Portal

WEBDOX collects and processes personal data through access, navigation and use of the platform through which WEBDOX customers (hereinafter, "Customer" or "Customers") use the SaaS contract management service available through the link: https://app.webdoxclm.com/ (hereinafter, "Webdox Portal").

WEBDOX makes these Privacy Policies available to its Customers, by virtue of which we provide, in a transparent and simple manner, all the information concerning the processing we carry out of your personal data, the purposes for which we process them and the rights you may exercise.

The company responsible for the processing of personal data (hereinafter referred to as "WEBDOX") will be the company with which you have contracted:
Webdox Chile: will be responsible for the processing of your personal data, Webdox Legal Informatics & Data SpA, a company incorporated under Chilean law, RUT N° 76.596.671-K, with registered office at La Concepción N° 266, office 503/504, Providencia Municipality, Santiago, and the processing will be subject to Chilean law.

Webdox Colombia: será responsável pelo processamento de seus dados pessoais, Webdox Colombia S.A.S., uma empresa constituída sob a lei colombiana, NIT No. 901.492.702-0, e-mail privacidad@webdoxclm.com, telefone [*], e com sede registrada na CI 67 No. 7, 35 OF 1204, Bogotá D.C., e estará sujeita à lei colombiana.

Webdox Colombia: will be responsible for the processing of your personal data, Webdox Colombia S.A.S., a company incorporated under Colombian law, NIT No. 901.492.702-0, e-mail privacidad@webdoxclm.com, telephone [*], and with registered address at CI 67 No. 7, 35 OF 1204, Bogotá D.C., and will be subject to Colombian law.

Webdox Perú: will be responsible for the processing of your personal data, Webdox de Perú S.R.L., a company incorporated under Peruvian law, RUC N° 20604512094 and domiciled at Av. Víctor Andrés Belaunde N° 147, San Isidro, Lima, and will be subject to Peruvian law.

Webdox Mexico: will be responsible for the processing of your personal data, Webdox de México S. de R.L. de C.V., a company incorporated under Mexican law, RUC No. [*] and domiciled at Paseo de la Reforma 1200, Lomas de Santa Fe, Piso 7, Contadero, 05349, Mexico City, and the processing will be subject to Mexican law.

This Privacy Policy will always be available on the Website and the Webdox Portal.

Personal data is any information relating to an identified or identifiable natural person.

An identifiable natural person is any person whose identity can be established, directly or indirectly, in particular through an identifier such as a name, an identification number, an e-mail address, a cell phone number, location data, an online identifier, or one or more elements of that person's physical, physiological, genetic, mental, economic, cultural, or social identity.

Processing personal data is any operation or set of operations that we perform on your personal data, such as collecting, recording, storing, using, and communicating your personal data.

At WEBDOX we may collect your personal data in the following ways:

• By filling out the forms available on the Webdox Portal.
• Execution of the contractual relationship with Clients.
• Registration and participation in events organized by WEBDOX.
• Interactions with WEBDOX through the Webdox Portal, through the use of the account by the Client, its representatives or its dependents.

In cases where WEBDOX collects personal data from users through third parties, we require these third parties to declare and warrant in advance that they have the appropriate consent or legal authorization to communicate their personal data to us, and that they fully comply with applicable legislation on these matters.

The types of processing we perform are explained below, along with the personal data, the purposes, and the legitimate bases for each type of processing.

A) A) Management of the contractual relationship with customers

¿For what purpose do we process your data?

• Execute the contract for the provision of services.
• Manage the actual payment for services rendered.
• Provide customer service to process and respond to inquiries, questions or requests for information.
• To send service satisfaction surveys.
• Take appropriate action in the event of noncompliance by the Client with its obligations.
• Comply with legal and contractual obligations required by WEBDOX.

¿On what legal basis?

The legal basis is the consent of the Client's legal representative.

¿What data do we collect?

• ID Card
• Date of birth
• Nationality
• Genre
• Company
• Associated Industry
• Workspace
• Phone
• E-mail address
• Country

B) Customer account registration and management

¿For what purpose do we process your data?

• Process the registration of the Client, his representatives or his dependents, and the opening of the account.
• Send double authentication code to maintain account security.
• Provide customer service to process and respond to inquiries, questions, or requests for information.
• Provide support in the process of forgetting and recovering passwords.
• Comply with legal and contractual obligations required by WEBDOX.

¿On what legal basis?

The legal basis is the Client's consent.

What data do we collect?

• Full Name
• ID Card
• Company
• Associated Industry
• Workspace
• Phone
• E-mail address
• Country

C) Storage of customer information

¿For what purpose do we process your data?

Store all information to which WEBDOX has access as a result of providing the service.

¿On what legal basis?

The legal basis is the Client's consent.

¿What data do we collect?

• Electronic Signature
• Full Name
• Phone
• E-mail address
• Address
• Contact Data
• Any information that the Client, its representatives or its dependents wish to make available during the use of the Website or Webdox Portal.

D) Analysis, segmentation and profiling of customer data

¿For what purpose do we process your data?

• Analyze and segment customer data, collaboration history, and Webdox Portal usage patterns in order to obtain common customer profiles.
• Improve configuration and usability or customer experience.
• Design commercial communications to be sent by electronic means in a personalized way to Clients based on the results of analysis, segmentation, and profiling actions.

¿On what legal basis?

The legal basis is the Clients consent.

¿What data do we collect?

• Full Name
• Company
• Associated Industry
• Workspace
• E-mail address
• Customer behavioral history.

E) Management of participation in events organized by WEBDOX for customers

¿For what purpose do we process your data?

• Properly manage customer registration and participation in events (webinars, demonstrations, courses, activities, etc.) organized by WEBDOX.
• Ensure the correct and proper development of the event.

¿On what legal basis?

The legal basis is the Clients consent.

¿What data do we collect?

• Full Name
• ID Card
• Company
• Associated Industry
• Workspace
• E-mail address
• Address

F) Sending commercial communications by electronic means to customers

¿For what purpose do we process your data?

Send commercial communications, advertising and/or promotional information to customers about services, and other WEBDOX news and information that may be of interest.

¿On what legal basis?

The legal basis is customer consent.

¿What data do we collect?

• Full Name
• Phone
• E-mail address
• Associated Industry

G) Maintenance of customer cancellation/deletion lists

For what purpose do we process your data?

Comply with the legal obligation to respect Customers' rights, and keep evidence of the fulfillment of the request to exercise the right of cancellation.

¿On what legal basis?

The legal basis is the fulfillment of a legal obligation.

What data do we collect?

• Full Name
• Phone
• E-mail address

WEBDOX will process your personal data for as long as necessary to fulfill the purpose for which they are collected.

We remind you that, as long as the basis that legitimizes the processing is your consent, you can exercise your right of cancellation or blocking, unless there is a legal basis that allows us to keep your personal data.

Notwithstanding the above, we may keep your data properly anonymous for as long as WEBDOX can be held liable for any liability arising from its relationship with you.

• Right of access or information: You have the right to know whether or not WEBDOX is processing your personal data and, if so, the right to know what data we process, the source and recipient of the data, the purpose of the storage and the persons or entities to whom your data is transmitted.
  
  
• Right of rectification, inclusion or updating: For any data that is partially or completely inaccurate, inaccurate, misleading or incomplete, you have the right to modify, update or rectify it. Whenever you ask us to rectify any personal data, you must indicate which data you wish to modify in each case and provide appropriate proof.
  
  
• Right of cancellation or deletion: You may request that we revoke your authorization or that we delete your personal data that you have voluntarily provided us with when it is no longer necessary or relevant for the purpose for which it was collected or when the period for its processing has expired, or when the purpose of the processing is to send commercial communications. In certain cases, the deletion of certain personal data will make it impossible for WEBDOX to carry out such processing and to be able to properly provide the services offered through the Website or the Webdox Portal.
  
  
• Right to block: In cases where it is not possible to delete your data, and we cannot verify the accuracy of the data or its validity is doubtful, we will block the data.
  *For those Clients who have contracted Webdox Colombia, the following rights are additionally recognized under Colombian law:
  Right to file complaints: You may file complaints with the Superintendence of Industry and Commerce when you notice a violation of applicable law.
  Request proof of authorization: You may request proof of authorization from WEBDOX, except when expressly exempted as a requirement for processing].
  
  * [With respect to Clients who have contracted with Webdox Peru, the following rights are additionally granted under Peruvian law:
  Right to object: You have the right to object to the processing of your personal data when you have well-founded and legitimate reasons relating to a specific personal situation, provided that the law does not provide otherwise and when you have not given your consent].

You can exercise your rights before WEBDOX by sending an e-mail to the head of the Database to the following e-mail address privacidad@webdoxclm.com , indicating in the subject "Request for [type(s) of right(s) to be exercised]", and the following information

• Name of the personal data subject.
• Documents proving the identity of the owner.
• Address or e-mail address to receive notifications.
• Description of the right that is being exercised

If you believe that WEBDOX has not adequately responded to any request to exercise your rights, you may appeal to the appropriate authority.

Also, if you have any questions about the processing of your personal data by us, please do not hesitate to contact us by e-mail at privacidad@webdoxclm.com.
*With respect to Clients who have contracted with Webdox Colombia, you may exercise your rights through the following procedures:

Consultations: Holders who wish to make inquiries, must take into account that WEBDOX, will provide such persons with all the information contained in the individual record or that is linked to the holder's identification.

Complaints: The holder who considers that the information contained in a WEBDOX database should be corrected, updated or deleted, or when he perceives the alleged violation of any of the obligations contained in the applicable law, may submit a complaint to WEBDOX or its manager].

WEBDOX may disclose your personal data in the following cases:

• When necessary for the management and development of the Website and the Webdox Portal. For example, to suppliers who help us improve and optimize our Website and Webdox Portal, suppliers of technological services, advanced electronic signature, maintenance of our databases and information systems, or data storage.
• To affiliated companies, and/or those belonging to the same economic group when necessary.
• In order to comply with a legal obligation applicable to WEBDOX, to take legal action or to exercise certain rights in court. For example, legal advisors, courts, supervisory authorities and public agencies.
• In the event WEBDOX undergoes a reorganization, restructuring, merger, sale or any other transfer of assets, provided that the recipient undertakes to process such personal data in accordance with this Privacy Policy.

You can find out the identity of the third parties to whom we communicate your data or who have access to it by clicking on the following link.

In any case, we will communicate personal data only as necessary to achieve the purposes of the corresponding processing in each case, and in strict compliance with the provisions of this Privacy Policy and applicable law.

Since we have servers in different parts of the world, your information may be stored on these servers outside the country where you live.

Furthermore, as set out in the previous paragraph, in the case of data transfers to companies of the same group of companies located in other countries, to supplier companies or to third parties, we may also transfer the data outside the country, provided that this is necessary for the provision of the service and development of the Website and Webdox Portal.

In any case, for any international transfer of personal data, we ensure your prior consent and that the recipient of your personal data provides an adequate level of protection as defined by the competent data protection authority.

WEBDOX adopts the appropriate procedures and information systems and implements the necessary technical and organizational security measures to ensure a level of security appropriate to the risks that may be involved in the processing described in this Privacy Policy. To safeguard the confidentiality of your information, we will use strict security procedures to try to prevent any unauthorized access or processing.

Similarly, we ensure that our service providers also have adequate security standards in place for the protection of the data to which they have access, in compliance with applicable law.

WEBDOX may update this Privacy Policy at any time, which changes will be effective upon posting on the Website and the Webdox Portal.

However, if the changes concern relevant aspects regarding the processing of personal data, such as the type of processing or its purposes, and/or are required by applicable data protection regulations, WEBDOX will notify the user by electronic means, in accordance with their contact information, and their consent will be requested again.

Users who do not agree with the Privacy Policy or with the above mentioned changes may withdraw their consent at any time.

This version of the Privacy Policy is effective as of March 16, 2022.